Patient Access Specialist: Closing Date - 11/9/26

Ponca Tribe of Nebraska•Omaha, NE

1d•Onsite

About The Position

The Patient Access Specialist provides patient registration, appointment scheduling, telephone support, patient assistance, and routine medical records services to patients and caregivers. The role maintains accurate information in Aprima, Dentrix, and other approved systems, as applicable, and coordinates with clinical staff, Patient Benefits Coordinators, billing, and Purchased/Referred Care (PRC). Patient Access Specialists share core responsibilities across the Omaha, Lincoln, and Norfolk clinics, with service-specific duties assigned according to location needs. Daily assignments and coverage are coordinated by the Patient Access and Benefits Supervisor. Patient Access is a central point for registration, scheduling, check-in, and administrative information across clinical services, including medical, dental, behavioral health, chiropractic, orthopedics, physical therapy, and other services offered at each location. The position performs administrative functions within assigned authority and refers clinical decisions, benefits determinations, and PRC determinations to responsible staff. It has no supervisory duties. The work is primarily in an outpatient clinic and office environment, with occasional travel to other locations. At times, the employee may assist patients or clients in crisis and is expected to remain calm and demonstrate empathy, understanding, respect, and advocacy.

Requirements

High school diploma or GED.
Two years of office experience in an outpatient clinic, medical practice, patient access, health insurance, billing, or a related setting.
Strong attention to detail, organization, customer service, and written and oral communication skills; ability to respond calmly to difficult interactions.
Computer proficiency and ability to learn and accurately use electronic health and dental record systems and Microsoft Office applications.
Successfully pass required drug and alcohol testing and education, character, and criminal background checks.
Able and willing to travel as assigned.

Nice To Haves

Associate degree in medical office administration or a related field.
Experience with registration, scheduling, insurance verification, or medical records.
Experience with Aprima or Dentrix.
Valid driver’s license and insurability.
One year of experience working with Native Americans or Native American organizations.
Knowledge of Tribal health services and Indian health programs.

Responsibilities

Welcome patients and caregivers; assist with check-in and check-out, explain registration requirements, and help maintain orderly patient flow.
Manage appointment requests received by telephone, in person, through the patient portal, or other approved channels; schedule, confirm, cancel, and reschedule appointments using established guidelines and systems, including telehealth visits as assigned.
Answer and route calls and messages promptly; direct symptoms and clinical questions to appropriate clinical staff and follow emergency procedures without independently assessing clinical urgency.
Complete and update patient registration, verify demographic and contact information, and obtain required identification, forms, consents, and signatures.
Obtain and document tribal affiliation and verify enrollment through approved sources; refer unresolved eligibility questions to appropriate staff.
Collect, verify, and update insurance and alternate resource information using approved methods; refer patients needing coverage applications, renewals, or benefits counseling to the Patient Benefits Coordinator.
Scan, index, and route identification, insurance cards, registration forms, and other documents to the correct patient chart and designated staff; review entries for accuracy and completeness.
Process routine medical records requests and correspondence within assigned authority; verify authorizations and follow release-of-information procedures, referring complex requests or privacy questions to designated staff.
Use Aprima, Dentrix, and other approved systems to enter, retrieve, and maintain patient demographic, registration, insurance, and administrative information.
Complete assigned registration and scheduling reports and promptly address errors or missing information.
Coordinate with clinical, benefits, billing, and PRC staff to resolve registration and scheduling issues; notify the supervisor of access barriers or service disruptions.
Complete registration, scheduling, check-in, insurance verification, and administrative document processing for clinical services as trained and assigned; cross-train for additional departmental or cross-clinic coverage as appropriate.
Provide culturally respectful service, maintain patient confidentiality, and follow HIPAA and PHS privacy, security, and records procedures.
Attend required training and team meetings and recommend workflow improvements to the supervisor.
Maintain a calm, respectful approach with anxious or upset patients, caregivers, and visitors; use trained verbal de-escalation techniques and seek support when needed.
Assist with onboarding and training new Patient Access staff under the direction of the Patient Access and Benefits Supervisor.
Perform other related duties as assigned by the Patient Access and Benefits Supervisor.